Minutes: Eager Free Library Trustees: May 2011

EAGER FREE PUBLIC LIBRARY BOARD OF TRUSTEES
MEETING MINUTES FOR 31 MAY 2011

1. Call to Order.
Board Vice President Gwen Clendenning called the meeting to order at 5:35pm. Present: Library Trustees - Gwen Clendenning, Vicki Lecy-Luebke, Susan Kruser, Kim Miller, Johanna Lema. Library Director Kathi Kemp. Trustees absent: Walter Shannon and Eloise Eager.

2. Approval of March revised and April meeting minutes
K. Miller moved to accept the March revised and April meeting minutes. S. Kruser seconded. All in favor, none opposed. Motion carried.

3. May Bills.
Director Kemp reviewed the bills with the City to make sure they are coded correctly.

The Friends are also paying for the paperbacks for One Book, One Town.

Few summer library programs for ages 12 and up. There will be a program featuring the art of henna drawing on hands for middle and high school students in July. Cost is $350 with half from the Friends and half from the gift fund. G. Clendenning made a motion to use $175 from the gift fund for half the cost of the Henna More program. S. Kruser seconded. Roll call vote. Aye: G. Clendenning, K. Miller, V. Lecy-Luebke, S. Kruser, J. Lema. None opposed, motion carried.

V. Lecy-Luebke moved to accept the May Bills as presented. J. Lema seconded. Roll call vote. Aye: G. Clendenning, K. Miller, V. Lecy-Luebke, S. Kruser, J. Lema. None opposed, motion carried.

4. Personnel Policy.
Will vote at the next meeting.

5. Librarian’s Report.
When gift funds are used they are attributed to a specific donation and K. Kemp is following up with the donor to let them know how the funds are used. G. Clendenning will work with K. Kemp on revising the savings account and gift list format.

The staff designed and made the passports to tie in with the global theme of the summer reading program.
Circulation numbers are up each month as compared to the previous year. Several programs are scheduled for June- Wright Influence, One Book One Town, High School study night prior to final exams and Donuts with Daddy. Muffins with Mommy was a big hit with 48 people attending.

K. Kemp has been talking with patrons and sending information to the Review regarding library services to help make people aware of all that is available.

Director Kemp received a free receipt printer just like the one we have off a library listserve. Had to be repaired but the repair cost was still much cheaper than buying a new printer.

Reviewed chapters 3, 4, 5 and 6 of the Trustee Handbook. Board members summarizing chapters 1 and 2 were absent and will be put on the June agenda. All Trustees need to read Chapter 3- “Bylaws- Organizing the Board for Effective Action” for discussion at the June meeting. We are already doing many of the things outlined in Chap 4- Effective Board Meetings. There were a few suggestions to follow up on such as receiving all information/ handouts prior to the meeting, review agenda at the start of the meeting, and create a Library Board Calendar of monthly activities. Chapter 5 reviewed hiring a library director. We are pretty much in line with the suggestions in Chapter 6 for evaluation library staff. For the next meeting J. Lema – Chap 7, G. Clendenning Chap 8, K. Miller Chap 9 and S. Kruser Chap 10.

Discussed 2011 budget to-date and 2012 budget Board members discussed both the internal tracking and the expenditure detail receive from the City. K. Kemp and G. Clendenning will work on formatting the internal tracking budget and savings/cds tracking spreadsheets. Discussed where the budget is at, with what percentage of budget is left. Board discussed the materials budget remaining for this year and how to proceed for next year. To date we have spent $13,900 on materials and need to spend another $24,499 on materials by end of this year. We have $2,500 from book fundraiser in bank, a carry over from last year. The total available for materials is $38,399 (includes fundraiser, carryover of 2010 budget). Our minimum effort t is $29,966 for materials purchase for 2011. The question is, how much do we want to spend this year: do we save for next year and do the minimum for 2011 and carry over $4,000 (from book budget) for next year (if we can, K Kemp will check with city, whether we can reserve the funds) or do we spend $33-34,000 on books this year. We do not want to fall below $30,000 for acquisitions. Discussion carried over to next meeting when K Kemp will have info on ability to carry over dollars.

6. Closed Session.
V. Lecy-Luebke moved we go into closed session to discuss to discuss employment, promotion, compensation or performance evaluation data of any public employee over which the government body had jurisdiction or exercises responsibility. S. Kruser seocnded. All in favor. Board was updated on personnel matters.

7. V. Lecy-Luebke moved to exit closed session. S Kruser seconded. All in favor. V. Lecy-Luebke moved to adjourn, S Kruser seconded. All in favor. Meeting adjourned at 1900 hrs.


Meeting minutes prepared by K. Miller and G. Clendenning. Next meeting Tuesday, June 28, 2011.